How to Create Document Series in Swiftly Workspace
Step 1: Accessing the Document Series Configuration
Let’s begin in Swiftly Workspace.
From the homepage:
Click on Configuration
Then select Document Series
This section allows you to define how your document numbers are created — including formats for invoices, delivery notes, proformas, and more. You’ll be able to control the sequencing, formatting, and logic behind every document number.
Step 2: Why Use a Document Series?
Setting up a Document Series offers several advantages:
Automates document numbering with clear, sequential patterns
Adds identifiers like prefixes, suffixes, month, or year for clarity
Avoids errors by eliminating manual entry or duplicate numbers
Ensures compliance with audit and documentation standards
Supports high-volume workflows for customer- and supplier-facing documents
Whether you're generating hundreds of invoices or organizing delivery notes by region and date — a well-structured document series makes everything easier to manage.
Step 3: Creating a Document Series
To add a new series:
Click the “+” button at the top right of the screen
Fill in the following fields:
Document Type
Choose the type of document this series will be used for, such as Invoice, Credit Note, Proforma, or Delivery Note.
Use Series Of (optional)
Select an existing document series to copy its structure and numbering logic.
Use Month
Toggle this on to embed the current month in the document number.
Use Year
Enable this if you want to include the year. This is useful for annual tracking or resetting sequences.
Start Number
Set the beginning of the number range.
End Number
Set the highest number allowed. It must be at least 4 digits to ensure a consistent numbering format.
Next Number
This will be automatically calculated from the start number, or you can adjust it manually. It represents the next numberthat will be used when a document is created.
Prefix (optional)
Add a label before the number for easy identification.
Suffix (optional)
Add a label after the number, often used for region, branch, or department.
Step 4: Example Configuration
Let’s say you’re setting up a series for Invoices:
Document Type: Refund Credit Note
Use Month: ON
Use Year: ON
Start Number: 2
End Number: 8888
Prefix: Ref
Suffix: FRA
This setup will generate invoice numbers like:
REF-2-0525-FRA
Where:
05 = May
25 = Year 2025
FRA = for FRANCE Region
Click Save to activate the series.
Step 5: Editing and Maintaining Series
To make updates:
Click on the document series you want to edit
Modify any fields such as suffixes, toggles, or number range
Click Save or Save & Close to apply your changes
Note: Be especially cautious when updating the Next Number. If it overlaps with numbers that have already been issued, it may cause duplicates in your system — which can lead to confusion or reporting errors.
You’ve Successfully:
Navigated to the Document Series configuration
Created a new document numbering format
Customized document numbers with prefixes, suffixes, months, and years
Learned how to manage and update series effectively
